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Definitive trend in office automation - Records management

I am talking nothing new... This is the trend that is seen in eGovernance area, especially in Indian scenario. Opportunity up for grab, at the same time, however, be prepared to make loss as you still need to work with babus.

Records management deals with maintaining records of orgnaization from the time of creation till the time of disposal. This includes classifying, storing, securing, destruction, and preservation of records. Records are not for everyday use, but need to be kept for references on special occasions.

Records management will have following features, in persuance of legal obligations or transactions of business
1. Systematic and efficient control of the creation
2. Receipt
3. Maintenance and disposition
4. Processes to capture and maintain evidence of information

Record shall comprise content, context, and structure sufficient enough to provide evidence of activity. The key is 'evidence'

A record can be either physical or digital.
Example: Medical report, birth certificate, sale deed, email, ...

Record management involves the following:
1. Planning the information needs of an organization
2. Identifying information requiring capture
3. Create, approve, and enforce policies and practices through processes
4. Prepare storage plan - short term and long term (both physical and digital)
5. Access control to records internally and externally
6. Execution of retention policies when records are no longer required for operational reasons, as per organization policies, statutory requirements, and other regulations
7. Permanent destruction or permanent preservation
8. Setting up policies and standards
9. Assigning responsibilities to authorities
10. Integrating records management with other business systems and processes

Issues in current management:
1. Poor standardization
2. Poor implementation
3. Data protection
4. Identity theft

Just to leave an endnote, Alfresco ECM offers free and open source option for RM implementation. If anyone interested try it out! Let your imaginations run wild.

Source: Wikipedia
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